Centralisation and Decentralisation of filing

Centralized Filing: Under this system, all the records pertaining to different departments in the organization are filed at a central location, which may be called Filing or Record Section under a chief record keeper. This system implies that individual departments in the organization need not undertake their own filing work independently. Necessary filing equipments and personnel are located at the central place, which is easily accessible to all other departments.

Advantages

• Improves efficiency, reduces the operational cost and provides better services.

•Eliminates the need for preparing records of office copies and also eliminates the duplication of filing equipments like folders, cabinets, etc. Cost is also saved.

* Space become economical as there is an optimum utilization of office space:

Disadvantages

• A physical difficulty can be created because of problem of space and distance from the department which may cause delay and inconvenience.

• The maintenance and handling at a single place is unable to provide secrecy of confidential matters.

Decentralized filing: Under the system, filing is not done centrally at one place. Files relating to different sections or departments are maintained departmentally. Every department installs its own filing system, maintains separate equipment and allocates staff to look after the filing work. This system is also called departmental filing.

Advantages

• Required papers are readily available.

• The chance of misfiling and misplacement are minimized as department staff has knowledge of everything.

• The appointment of separate filing staff is not necessary which reduces the office expense.

Disadvantages

• There is no benefit of specialized service which one can get through centralized filing:

• Cost of filing increases as separate filing equipments are required in each department.

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